Privacy statement

Last updated: 8 October 2026

This privacy statement explains which personal data ClubBalans processes, why we do so, how long we keep it and which rights you have.

Who are we?

ClubBalans is a service of ProRemote BV.

• ProRemote BV, Vredelaan 25, 6603 LK Wijchen, the Netherlands
• Chamber of Commerce number 84793198
• Email: martin@proremote.nl

Our two roles

Controller. For visitors of this website, for people who sign up a club and for the users of ClubBalans (such as the treasurer), we decide why and how data is processed. Most of this statement is about that.

Processor. The data a club records in ClubBalans about its members, suppliers and sponsors (such as names, addresses, email addresses, memberships, invoices and payments) is processed by us on behalf of that club. The club is responsible for it. Are you a member of a club that uses ClubBalans and do you have a question about your data? Please contact your club. Would your club like to sign a data processing agreement with us? Email us.

Which data do we process, and why?

Visiting this website

If you agree in the cookie notice, we use Google Analytics to see how visitors use the website, for example which pages they view and how they arrived. Google Analytics uses cookies and a random visitor number for this. Advertising features and Google Signals are switched off, and we share no data with Google for advertising. Legal basis: your consent. You can withdraw it at any time through Cookie settings at the bottom of every page. Google keeps this data for 2 months.

Without your consent, Google Analytics sets no cookies. Google may then receive anonymous signals without cookies (Consent Mode), which it uses to estimate visitor numbers.

Contact

If you email us, we use your name, email address and message to answer your question. Legal basis: our legitimate interest in answering questions. We keep your email as long as needed to handle it and any follow-up question.

Signing up a club and your account

When you sign up, we ask for the name of the club, the address you want (subdomain), your name, your email address and a password. We only store your password in hashed form. We also remember your language. Legal basis: performance of the contract. We keep this data as long as the club uses ClubBalans.

Logging in and security

To protect your account we process login data and a second login step: a code from an authenticator app or a code by email (valid for 10 minutes). We remember a browser that passed the second step for 7 days. In ClubBalans a change log records which user changed which data and when, so the club can look it up. Legal basis: performance of the contract and our legitimate interest in a secure service.

Subscription and invoices

For the subscription we record the chosen number of members, the term and the invoices to the club. Legal basis: performance of the contract and the legal obligation to keep records. We keep invoices and the related records for 7 years, as Dutch tax law requires.

Emails from ClubBalans

ClubBalans sends emails such as login codes, password resets and the invoices and reminders a club sends to its members. For this we use the name and email address of the recipient.

Who do we share data with?

We do not sell data. We only use these service providers, with whom we have agreements on protecting the data:

• Mailgun sends the emails of ClubBalans, through servers in the EU.
• Amazon Web Services stores the PDFs of invoices, credit notes and reminders, in Frankfurt (Germany).
• Google provides Google Analytics, only on this website and only with your consent.
• Telegram is used for internal notifications to our team, for example when a club has signed up. These only contain the name and address of the club.

Mailgun, Amazon and Google are American companies. If data does leave the European Economic Area, this is based on the EU-US Data Privacy Framework or the standard contractual clauses of the European Commission.

Otherwise we only pass on data when the law requires us to.

Cookies and local storage

• clubbalans-session and XSRF-TOKEN: keep your session and protect forms. Necessary, removed after 2 hours of inactivity.
• remember_web_…: keeps you logged in when you tick "Remember me". Necessary, 7 days.
• trusted_device: remembers that this browser passed the second login step. Necessary, 7 days.
• locale: remembers your language. Functional, until you remove it.
• theme and analytics_consent (local storage in your browser): remember the light or dark mode and your choice in the cookie notice. Functional, until you remove them.
• _ga and _ga_…: Google Analytics, only with your consent and only on this website. At most 2 years; we remove them when you withdraw your consent.

Security

We take appropriate measures to protect data, including:

• encrypted connections (HTTPS);
• a separate, isolated database for every club;
• hashed passwords;
• logging in with two steps;
• access per role, so every user only sees what they need;
• a change log.

How long do we keep data?

We keep data no longer than needed for the purpose we collected it for. The periods per purpose are listed above. When a club stops using ClubBalans, we delete the club's database at its request. Data we must keep by law, such as our own invoices, is kept for 7 years.

Your rights

You have the right to access, correct and delete your data, to restrict its processing, to data portability and to object. Where we use data based on your consent, you can withdraw it at any time. Send your request to martin@proremote.nl. We respond within one month. For data your club keeps about you in ClubBalans, please address your request to your club; we help the club with it.

Not happy with how we handle your data? Let us know. You can also file a complaint with the Dutch Data Protection Authority, the Autoriteit Persoonsgegevens.

Changes

We update this statement when our service or the law changes. The date at the top shows when that last happened.